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Voiding a gift card sale ​

For
Cashier, Manager
Where
Web register, Back office
Permission
Void a sale
Checked on

A gift card sold by mistake is voided together with the sale that sold it, as long as nobody has used it. The void deletes nothing: it is added to the sale, and the card keeps its history.

Before you start ​

  • The sale must belong to the open register session: a sale from a closed session can't be voided any more, it is corrected with a return.
  • Your role must allow you to void a sale. Otherwise, the register asks for a manager's approval, with their PIN.
  • The card must never have been used: see "When the card has already been used", below.

A void is a separate fact, linked to the original sale. The sale and its void both stay visible: nothing is erased.

Void the sale of a card ​

  1. Click More actions…, above the cart, then Void a sale.

    The More actions… menu open, with Void a sale circled

  2. Choose the card's sale in Sale to void. The list shows each sale of the session with its receipt number and time.

  3. Type the reason in Reason for the void, for example Card sold by mistake. The reason is required.

  4. Click Void the sale.

    The Void a sale window: the sale chosen, the reason typed and the Void the sale button circled

The register confirms: "Sale CENTRE2-1 voided. Give $25.00 in cash back to the customer." Your sale's number replaces CENTRE2-1, and the amount is what the customer paid in cash for the card.

The message Sale CENTRE2-1 voided. Give $25.00 in cash back to the customer. under the search box

Check the card in the back office ​

The card can't be used any more: the server removes all of its value. To see it:

  1. Open Catalog > Gift cards, then click the Gift card detail link on its row.

  2. Read Status and Balance.

    The Card section: status Deactivated, balance $0.00, two movements

  3. Read Movement history: the sale's Activation, then the Deactivation (sale voided).

    The history: Activation at $25.00, then Deactivation (sale voided) at -$25.00, balance after $0.00

A card that has been sold shows Unknown ending until its code has been read at the register (balance reading or payment). The card is then found through its sale. See Checking a gift card's balance and history.

When the card has already been used ​

If the card has already paid a sale, even in part, the register refuses to void the sale that sold it. The message appears in the Void a sale window, which stays open:

The message: A gift card from this sale was already used: the sale can no longer be voided. The balance stays on the card, which is never refunded in cash.

The sale and the card stay as they are: a balance never goes negative. The balance stays on the card. A gift card is never refunded in cash, neither its balance nor its sale.

Troubleshooting ​

"The server refused the void: nothing was recorded." ​

The sale can't be voided any more, most often because it has already been returned or a return is in progress. Check the sale before trying again.

A sale paid with a gift card ​

It can't be voided either: it is corrected with a return, refunded to the same card.

See also ​